Theory - 79 :- Introduction To Spread Sheet And It's Features

 

INTRODUCTION

A spreadsheet is a large sheet having data and information arranged in rows and columns. As you know, Excel is one of the most widely used spreadsheet applications. It is a part of Microsoft Office suite. Spreadsheet is quite useful in entering, editing, analyzing and storing data. Arithmetic operations with numerical data such as addition, subtraction, multiplication and division can be done using Excel. You can sort numbers/ characters according to some given criteria (like ascending, descending etc.) and use simple financial, mathematical and statistical formulas.

 

FEATURES OF SPREADSHEETS

There are a number of features that are available in Excel to make your task easier. Some of the main features are:

1. AutoSum - helps you to add the contents of a cluster of adjacent cells.

2. List AutoFill - automatically extends cell formatting when a new item is added to the end of a list.

3. AutoFill - allows you to quickly fill cells with repetitive or sequential data such as chronological dates or numbers, and repeated text. AutoFill can also be used to copy functions. You can also alter text and numbers with this feature.

4. AutoShapes toolbar will - allow you to draw a number of geometrical shapes, arrows, flowchart elements, stars and more. With these shapes you can draw your own graphs.

5. Wizard - guides you to work effectively while you work by displaying various helpful tips and techniques based on what you are doing.

6. Drag and Drop - it will help you to reposition the data and text by simply dragging the data with the help of mouse.

7. Charts - it will help you in presenting a graphical representation of your data in the form of Pie, Bar, Line charts and more.

8. PivotTable - it flips and sums data in seconds and allows you to perform data analysis and generating reports like periodic financial statements, statistical reports, etc. You

can also analyze complex data relationships graphically.

9. Shortcut Menus - the commands that are appropriate to the task that you are doing will appear by clicking the right mouse button

Read More

Procedure For NCVT Trainee Verification on NCVT MIS Portal

Step By Step Information Given In Following Video

Trainee Verification on NCVT MIS Portal Step By Step Guide in Gujarati - YouTube

Website Name :- 

https://www.ncvtmis.gov.in/Pages/Trainee/PreTrainee_Authentication.aspx

OR

Try this link for verification

http://164.100.68.244/Pages/Trainee/PreTrainee_MyProfile.aspx

Read More

Theory - 78.2 :Introduction of Spreadsheet And Its Advance Features in Details

 A Spreadsheet is a large sheet having data and information arranged in rows and columns. As you know, Excel is one of the most widely used spreadsheet applications. It is a part of Microsoft Office suite. Spreadsheet is quite useful in entering, editing, analyzing and storing data. Arithmetic operations with numerical data such as addition, subtraction, multiplication and division can be done using Excel. You can sort numbers/ characters according to some given criteria (like ascending, descending etc.) and use simple financial, mathematical and statistical formulas.

 

FEATURES OF SPREADSHEETS

There are a number of features that are available in Excel to make your task easier. Some of the main features are:

1. AutoSum - helps you to add the contents of a cluster of adjacent cells.
2. List AutoFill - automatically extends cell formatting when a new item is added to the end of a list.
3. AutoFill - allows you to quickly fill cells with repetitive or sequential data such as chronological dates or numbers, and repeated text. AutoFill can also be used to copy functions. You can also alter text and numbers with this feature.
4. AutoShapes Toolbar will allow you to draw a number of geometrical shapes, arrows, flowchart elements, stars and more. With these shapes you can draw your own graphs.
5. Wizard - guides you to work effectively while you work by displaying various helpful tips and techniques based on what you are doing.
6. Drag and Drop - it will help you to reposition the data and text by simply dragging the data with the help of mouse.
7. Charts - it will help you in presenting a graphical representation of your data in the form of Pie, Bar, Line charts and more.
8. PivotTable - it flips and sums data in seconds and allows you to perform data analysis and generating reports like periodic financial statements, statistical reports, etc. You can also analyze complex data relationships graphically.
9. Shortcut Menus - the commands that are appropriate to the task that you are doing will appear by clicking the right mouse button

BENEFITS OF USING MS EXCEL

MS Excel is widely used for various purposes because the data is easy to save, and information can be added and removed without any discomfort and less hard work.

Given below are a few important benefits of using MS Excel:

1. Easy To Store Data: Since there is no limit to the amount of information that can be saved in a spreadsheet, MS Excel is widely used to save data or to analyse data. Filtering information in Excel is easy and convenient.
2. Easy To Recover Data: If the information is written on a piece of paper, finding it may take longer, however, this is not the case with excel spreadsheets. Finding and recovering data is easy.
3. Data at One Place: Earlier, data was to be kept in different files and registers when the paperwork was done. Now, this has become convenient as more than one worksheet can be added in a single MS Excel file.
4. Application of Mathematical Formulas: Doing calculations has become easier and less time-taking with the formulas option in MS excel
5. More Secure: These spreadsheets can be password secured in a laptop or personal computer and the probability of losing them is way lesser in comparison to data written in registers or piece of paper.
6. Neater and Clearer Visibility of Information: When the data is saved in the form of a table, analysing it becomes easier. Thus, information is a spreadsheet that is more readable and understandable.

Read More

Theory - 78.1 How to mail merge in MS Word

 

Lets Start Step By Step  Mail Merge

Step 1: Create a new file and type your contents of letters.

Step 2: Click on the Mailings ➝ Start Mail Merge option from the Start Mail Merge group.

Step 3: Click on Letters option. Your screen will blink for a moment.

Step 4: Now click on Mailings ➝ Select recipients option from the Start Mail Merge group.

Step 5: Select Type a New List for creating an address list. A new address list dialog box will appear with few fields. If you want to remove unwanted address fields from your address list click on customize columns button shown in the following screenshot.

Step 6: When you click on customize columns button like in the previous step, a new dialog box will appear with Add, Delete and Rename button. Select the filed from field names and click on the Delete button as shown following screenshot.

<div>I have deleted unwanted fields like Company Name, Country or region, Home Phone, Work Phone, E-mail address etc. When you delete a field it will ask for confirmation to delete the selected field. Click on Yes button to delete. When you finished deletion click on OK button.

Step 7: Now click type the values for remaining fields. Type the complete list of recipients and click on ok button.

Step 8: Now save your address list.

Step 9: Now you will get insert merge field active. Click on Mailings ➝ Insert Merge Field. Observe the following screenshot. You will notice the columns or field title as highlighted in the following screenshot.

Step 10: Now place your cursor at the exact location where you need the address field. and click on the field. Repeat similar steps for all the fields. You will get merged address field like <<address field>>. 

Look at the following screenshot.

merged address fields - implement mail merge in documents 

Step 11: Now click on the preview results button. You can use the next previous button to navigate through the records.

Preview Merge Fields

Step 12: It will display preview as I am getting a preview for my first field like this:

Preview Field 1

Step 13: Now click on Mailings ➝ Finish & Merge.

Step 14: Now you can save all letters separately or print them directly or send by email messages.

 Edit individual documents: When you click on this option a dialog box will appear to merge the recipients and the document like All, current or specific records from_to. Observe the following screenshot. Select your desired option and click on ok button. You will get a new document with a number of pages as number addresses you have in your address list.

 

Finish and Merge all

1.      Print Documents: Similarly, you can use the print document option.

2.    Send Email Messages: To send email messages you need email id in your address list fields. To send this mail merged document by email you need outlook configured system.

 

Read More

Practical :- Mail merge

 Use Mail merge tool. Use of mail merge 

https://www.youtube.com/watch?v=ODP2XN1NJzU

 

Read More

Theory - 77.1 :-Formatting , editing & creating table in document.

A table is a grid of cells arranged in rows and columns. Tables can be customized and are useful for various tasks such as presenting text information and numerical data.

In this lesson, you will learn how to convert text to a table, apply table styles, format tables, and create blank tables.

Inserting and modifying tables

In Word, tables are useful for organizing and presenting data. You can create a blank table, convert text to a table, and apply a variety of styles and formats to existing tables.

To insert a blank table:

      1. Place your insertion point in the document where you want the table to appear.
2. Select the Insert tab.
3. Click the Table command.

           4 .Hover your mouse over the diagram squares to select the number of  columns and rows in 

               the table.

           5. Click your mouse, and the table appears in the document.

      6. You can now place the insertion point anywhere in the table to add text.

           

 To convert existing text to a table:

1. Select the text you want to convert.                

2.  Select the Insert tab.

3.  Click the Table command.

4.  Select Convert Text to Table from the menu. A dialog box will appear.

5. Choose one of the options in the Separate text at: section. This is how Word knows what text to put in each column.

6.Click OK. The text appears in a table.

To add a row above an existing row:

Place the insertion point in a row below the location where you want to add a row.

Right-click the mouse. A menu appears.

Select Insert Insert Rows Above.

A new row appears above the insertion point.

You can also add rows below the insertion point. Follow the same steps, but select Insert Rows Below from the menu.

To add a column:

1. Place the insertion point in a column adjacent to the location where you want the new column to appear.

2. Right-click the mouse. A menu will appear.

 

3. Select Insert Insert Columns to the Left or Insert Columns to the Right. A new column appears.

To delete a row or column:

Select the row or column.

Right-click your mouse. A menu will appear.

Select Delete Cells.

Select Delete entire row or Delete entire column, then click OK.

To apply a table style:

Click anywhere on the table. The Design tab will appear on the Ribbon.

Select the Design tab and locate the Table Styles.

Click the More drop-down arrow to see all of the table styles.

Hover the mouse over the various styles to see a live preview.

Select the desired style. The table style will appear in the document.

To change table style options:

Once you've chosen a table style, you can turn various options on or off to change the appearance of the table. There are six options: Header Row, Total Row, Banded Rows, First Column, Last Column, and Banded Columns.

 

Click anywhere on the table. The Design tab will appear.

From the Design tab, check or uncheck the desired options in the Table Style Options group.

Depending on which table style you're using, certain table style options may have a somewhat different effect. You may need to experiment to get the exact look you want.

To add borders to a table:

Select the cells you want to add a border to.

Click the Borders drop-down arrow.

From the drop-down menu, select the desired border type.

The border will be added to the selected cells.

Modifying a table using the Layout tab

When you select a table in Word 2010, Design and Layout tabs appear under Table Tools on the Ribbon. Using commands on the Layout tab, you can make a variety of modifications to the table. 

Click the buttons in the interactive below to learn about the different ways you can modify a table with the Layout tab.

1. Exercises

   1. Open an existing Word document. If you want, you can use this example.
   2. Convert some text into a table. If you are using the example, convert the text below By Client.
   3. Apply a table style, and experiment with the table style options. If you are using the example, see if you can make the table match the By Salesperson table above it.
   4. Delete a row from the table.
   5. Insert a blank table with five rows and four columns.

2. 
   

Read More

Theory - 78 :- What is a mail merge?

 Mail Merge

 

A mail merge is a method of taking data from a database, spreadsheet, or other form of structured data, and inserting it into documents such as letters, mailing labels, and name tags. It usually requires two files, one storing the variable data to be inserted, and the other containing both the instructions for formatting the variable data and the information that will be identical across each result of the mail merge.

 

For example,

in a form letter, you might include instructions to insert the name of each recipient in a certain place; the mail merge would combine this letter with a list of recipients to produce one letter for each person in the list.

 

You can also print a set of mailing labels or envelopes by doing a mail merge. For labels, for example, you would construct a source document containing the addresses of the people you wish to print labels for and a main document that controls where each person's name, address, city, state, and zip code will go on the label. The main document would also contain information about how many labels are on a page, the size of each label, the size of the sheet of paper the labels are attached to, and the type of printer you will use to print the labels. Running a mail merge with the two files results in a set of labels, one for each entry in the source document, with each label formatted according to the information in the main document.

 

Most major word processing packages (e.g., Microsoft Word) are capable of performing a mail merge.

Read More

Theory - 77 :- Word processing And its Features

 A word processor is software or a device that allows users to create, edit, and print documents. It enables you to write text, store it electronically, display it on a screen, modify it by entering commands and characters from the keyboard, and print it.

Of all computer applications, word processing is the most common. Today, most word processors are delivered either as a cloud service or as software that users can install on a PC or mobile device.

STARTING THE WORD PROCESSOR 

Most of the time, we will be able to start the word processor of our choice from the Program option under the Windows Start menu. Of course, we might also create a shortcut on the desktop to access our word processor. For example, to start Microsoft Word, click on

STANDARD FEATURES OF WORD PROCESSORS

Word processors vary considerably, but all word processors, whether cloud-based or installed on a system, support the following basic features:

• insert text: Allows you to insert text anywhere in the document.
• delete text: Allows you to erase characters, words, lines, or pages.
• cut and paste: Allows you to remove (cut) a section of text from one place in a document and insert (paste) it somewhere else.
• copy: Allows you to duplicate a section of text.
• page size and margins: Allows you to define various page sizes and margins, and the word processor will automatically readjust the text so that it fits.
• search and replace: Allows you to direct the word processor to search for a particular word or phrase. You can also direct the word processor to replace one group of characters with another everywhere that the first group appears.
• word wrap: Automatically moves to the next line when you have filled one line with text, and it will readjust text if you change the margins.
• print: Allows you to send a document to a printer to get hard copy.
• file management: Provides file management capabilities that allow you to create, delete, move, and search for files.
• font specifications: Allows you to change fonts within a document. For example, you can specify bold, italics, and underlining. Most word processors also let you change the font size and even the typeface.
• windows: Allows you to edit two or more documents at the same time. Each document appears in a separate window. This is particularly valuable when working on a large project that consists of several different files.
• spell checking: Identifies words that don’t appear in a standard dictionary.

FULL-FEATURED WORD PROCESSORS

Most installable modern word processor software supports additional features that enable you to manipulate and format documents in more sophisticated ways. Full-featured word processors usually support the following advanced features, and cloud-based word processors may have some of these features as well:

• grammar checking: Identifies sentences, paragraphs, and punctuation that doesn’t appear to meet commonly recognized rules of grammar. 
• footnotes and cross-references: Automates the numbering and placement of footnotes and enables you to easily cross-reference other sections of the document. 
• automated lists: Automatically creates bulleted or numbered lists, including multi-level outlines. 
• graphics: Allows you to embed illustrations, graphs, and possibly even videos into a document. Some word processors let you create the illustrations within the word processor; others let you insert an illustration produced by a different program.
• headers, footers, and page numbering: Allows you to specify customized headers and footers that the word processor will put at the top and bottom of every page. The word processor automatically keeps track of page numbers so that the correct number appears on each page.
• layout: Allows you to specify different margins within a single document and to specify various methods for indenting paragraphs.
• macros: Enables users to define and run macros, a character or word that represents a series of keystrokes. The keystrokes can represent text or commands. The ability to define macros allows you to save yourself a lot of time by replacing common combinations of keystrokes.
• merge: Allows you to merge text from one file into another file. This is particularly useful for generating many files that have the same format but different data. Generating mailing labels is the classic example of using merges.
• tables of contents and indexes: Allows you to automatically create a table of contents and index based on special codes that you insert in the document. 
• thesaurus: Allows you to search for synonyms without leaving the word processor. 
• collaboration: Allows users to track changes to the document when more than one person is editing. Some cloud-based word processors also allow multiple users to edit the same document at the same time.
• internet features: Allows users to embed Web links into their documents and format their documents for the Web. Some also link to Web services that can help users create their documents.
• translation and speech: As artificial intelligence capabilities become more commonplace, some word processors have gained the ability to read text aloud, to accept voice commands, and to translate text from one language to another.

Read More

DAYWISE FOR DAILY DAIRY

 

Read More